Chaminade University of Honolulu

Office of Sponsored Programs

Award Negotiation & Acceptance

Home > Office of Sponsored Programs > Award Negotiation & Acceptance
OSP proposal & budget development icon 1
OSP proposal review & submission icon
OSP Award negotiation & acceptance icon
OSP Award setup & award administration icon
OSP financial management & project closeout icon

Notice of Award (NOA)

The Office of Sponsored Programs (OSP) typically receives notification of an award once the sponsor has approved the proposal. If a PI/PD receives a Notice of Award (NOA) directly, they should forward it to OSP for review, negotiation, and setup.* 

PI/PDs must promptly inform OSP of initial sponsor contact regarding a recommended award to start negotiations. They should also review the NOA to understand the sponsor’s expectations and requirements. 

An NOA includes details such as funds, performance period, scope of work, and terms and conditions (learn more below). After receiving all documents, OSP will process and distribute the award. Note that PIs cannot sign on behalf of Chaminade University of Honolulu (CUH) or OSP. 

*Mandatory meetings with the Grants Specialist & OSP Managing Director MUST be held each quarter once an award is acknowledged. Contact OSP at [email protected] to request a meeting.

  • Period of Performance: These dates may not match the total project period.
  • Principal Investigator/ Director (PI/PD): Responsible for conducting the project per CUH policies and sponsor requirements.
  • Dollars Committed/Obligated: Funds may be released incrementally. The sponsor is not legally obligated to pay uncommitted funds.
  • Future Year Commitments: Contingent on fund availability and satisfactory project progress. Use for planning.
  • Cost Sharing: If required, CUH must document and report its contributions as specified by the sponsor.
  • Accounting and Reporting: Awards typically require technical, financial, patent, and property reports.
  • Deliverables: Some contracts require CUH to deliver specified work products to the sponsor.
  • Payment to University: Specifies how CUH will be funded or reimbursed by the sponsor.
  • Special Terms and Conditions: Includes key personnel, fund usage limits, prior approvals, and additional oversight. The PI/PD and Grant Specialist must review these before incurring costs.
  • General Terms and Conditions: Agencies, especially federal, publish general policy guidance. Proposal submission acknowledges adherence to these terms. Refer to agency policies during award administration.

Awards are reviewed and negotiated to ensure acceptable terms. OSP supports CUH faculty and staff in negotiating sponsored award agreements, aiming to establish mutually agreeable terms. OSP collaborates with the PI/PD, University Counsel, and other units to protect both parties’ interests. 

OSP assists with award negotiations, but the provost accepts awards on behalf of the university. Grant applications or contracts not approved and signed by OSP will be rejected, and funding will be returned to the agency. 

Grants, Cooperative Agreements, and Contracts all serve as distinct “mechanisms” of external funding. Each of these mechanisms has unique processes for negotiation before the award and for administration once the award is granted. Please refer to the OSP Handbook for detailed information.

  • Grant: A funding mechanism where the sponsor acts as a patron of the project. 
  • Cooperative Agreement: Indicates substantial mutual interaction between the sponsor and the award recipient. 
  • Contract: A vehicle for procuring property or services, such as research and development services, evaluation, or training. 

Following the acceptance of an award, OSP and/or the PI/PD forwards the following documents to the Finance Office: 

  1. The notice of award, the executed grant agreement, or a similar document from the granting agency outlining the award’s terms and conditions. 
  2. A copy of the proposal submitted to the granting agency. If this is identical to the original proposal submitted by the PI/PD and reviewed by the Grants Specialist and Post-Award Specialist, no additional copy is required.
  3. A revised grant budget (and budget justification), if the award amount differs from the proposal budget.